HomeMy WebLinkAboutFIN-19-069 - T19-107 Snow Blowing Cul-de-Sacs and T19-157 Snow Blowing Cul-de-SacsREPORT TO:Committee of the Whole
DATE OF MEETING:2019-08-26
SUBMITTED BY:Margaret Fisher, Director of Procurement, 519-741-2200 ext. 7214
PREPARED BY:Steve Rudak, Procurement Specialist,519-741-2200 ext. 7213
WARD (S) INVOLVED:All
DATE OF REPORT:2019-08-14
REPORT NO.:FIN-19-069
SUBJECT:T19-107Snow Blowing Cul-de-Sacs and
T19-157 Snow Blowing Cul-de-Sacs
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RECOMMENDATION:
That Tender T19-107 Snow Blowing Cul-de-Sacs,be awarded as follows:
Moorefield Excavating, Harriston, Ontario, Zone 7, at their tendered hourly rate,plus a
standby rate of $1,300. per month for five (5) months effective annually from November
to March inclusive;
BeastmasterFarm, Breslau, Ontario, Zone 6,at their tendered hourly rate, plus astandby
rate of $1,300. per month for five (5) months effective annually from November to March
inclusive;
That Tender T19-157 Snow Blowing Cul-de-Sacs,be awarded as follows:
Conestoga Contracting Group Inc., Elmira, Ontario, Zones 5, 8 and9, at their tendered
hourly rate,plus astandby rate of $1,300. per monthfor each zone for five (5) months
effective annually from November to March inclusive;
allfor a three (3)year term, with an option to renew for one (1) additional two (2) year
term.
BACKGROUND:
The City retains contractor(s) for the provision of snow blowing cul-de-sacs and other roadways
within defined zones during full snow events. There are nine (9) zones each having 50-60 cul-
de-sacs and based on historical data Operations expects each zone may take up to fourteen
(14)hours to complete, however, the actual time varies depending on the conditions
encountered.
The number of declared full snow events per season is four (4) to five (5), however, the actual is
dependent on snow loading and then called out by the Manager of Maintenance Operations.
***This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994for assistance.
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The average annual spend over the past five(5) years was $154,424.18.The actual spend will
depend on the level of activity throughout the term of the contract.
REPORT:
TenderT19-107was advertised publicly on the City of Kitchener website. Documents were
downloaded by four (4)interested parties and by the closing date of Monday July 22, 2019,two
(2)tenders had been received.
The following tenders were received:Number of Zones Bid
Moorefield ExcavatingHarriston ONOne (1)
Beastmaster FarmBreslau ONOne (1)
Only two (2) zones were bid on in the first tender T19-107so a second tender T19-157 was
issued with the remaining seven (7) zones:
TenderT19-157was advertised publicly on the City of Kitchener website. Documents were
downloaded by six (6)interested parties and by the closing date of Friday August 9, 2019,one
(1)tender had been received.
The following tenders were received:Number of Zones Bid
Conestoga Contracting Group Inc.Elmira ONThree (3)
The remaining four (4) zones shall be serviced by Operations staff.
The average hourly rate for snow blowing cul-de-Sacs has decreased 3.7% from the 2018
contract.
To compensate for increases in fixed costs, the standby ratewill be adjustedeach season
following season one of the contract by the percentage change in the Consumer Price Indexas
published on the Statistics Canada website. Rates will not be adjusted for negative CPI.
Additionally, a fuel price index adjustment will be applied monthly to the hourly rate payments.
These adjustments will be made when invoices are paid by the City.
The tender was reviewed by S. Berry, Manager of Maintenance Operations, who concurs with
the above recommendation.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
on through
the delivery of core service.
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FINANCIAL IMPLICATIONS:
Funding will be provided from Winter Maintenance Snow and Ice Removal Services Operating
Budget.
COMMUNITY ENGAGEMENT:
INFORM agenda in advance of the
council / committee meeting.
ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department
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